Event Planning

As an institution that is required to comply with the ADA and Section 504, Johns Hopkins University must put forth every effort to make all its programs and activities accessible to those who want to attend. This includes physical and programmatic access/accessibility. Accomplishing this goal requires coordination across campus, as well as the participation of those seeking an accommodation. However, primary responsibility for accessibility rests with the event organizer. The organizer will make a good faith effort to accommodate all people with disabilities.

Scheduling Events

The university will make every effort to schedule all events open to the public in an accessible space. For events open only to students, faculty, and/or staff (i.e., the university community), organizers should make every effort to schedule them in accessible spaces. If for any reason a university community event is scheduled in a space that is not accessible and the event organizer receives a request for an accommodation from an individual with a disability, the organizer must work with the appropriate space reservation office to find an alternate location that is accessible.

Physical access resources on making events accessible:

A Planning Guide for Making Temporary Events Accessible (link is external)

Planning Accessible Meetings and Events: A TOOLKIT (link is external)


Publicizing Events

Event organizers are strongly encouraged to place an accessibility notice statement in all materials announcing the event. This includes electronic communications such as email as well as print materials (e.g., banners, posters, fliers, brochures, “clings,” postcards, etc.). The text must include the name and contact information for the individual, school, department, or other unit or group to contact for accommodations. Suggested text is set forth below.

1.   Suggested accessibility notice statement (long version)

“Please contact___________ (event organizer) at _____ (phone and email) at least one week prior to the event to request disability accommodations. In all situations, a good faith effort (up until the time of the event) will be made to provide accommodations.”

2.   Suggested accessibility notice statement (short version)

“For disability accommodations please contact (event organizer) at _____ (phone and email).”

Note: It is not necessary to include an accessibility notice in communications regarding routine or standing meetings for small groups of individuals when none of the individuals is in need of an accommodation.

Making Event Materials Accessible

Event organizers are required to ensure that all materials for the event are available to be put in an alternative format upon request. Event organizers are responsible for contacting the ADA coordinators’ office during the event planning stage to ensure that all materials can and will be made accessible.

Large Print guidance is available at: Best Practices and Guidelines for Large Print Documents (link is external)

Transcribing, Interpreting and Captioning:  List of Procurement approved resources for interpreting, transcribing and captioning